RFID application design solution in the construction of intelligent archives information management

1. Project Background

According to statistics from the State Archives Administration, as of 2008, the area of archive warehouses nationwide has reached 2.856 million square meters, and the number of archives preserved has reached 252.845 million volumes. In addition, there are various audio-visual archives, electronic archives and microfilm archives. Every year, archive warehouses in various places also need to undertake a large number of archive storage tasks, resulting in the fact that most archive warehouses are close to saturation. Therefore, how to make more effective use of limited archive warehouse resources, maximize the storage capacity of existing archive warehouses, and save funds for archive warehouse construction has become an urgent problem that archive departments at all levels need to solve. In addition, in recent years, archive storage centers have emerged in various places, and high-density storage of archives is directly related to the economic benefits and social effects of the storage center.

2. Project Description

The National Archives is a public institution directly under the Municipal People's Government. It is a base for the permanent storage of archives of municipal party and government organs, groups and enterprises and institutions. It is also a municipal patriotism education base, a place for government public information consultation, and a center for the use of archives by all aspects of society.

3. Project construction objectives

This plan aims to apply RFID technology to the field of high-density intelligent archive management, make full use of the advantages of automated warehouses and RFID technology, realize the automation of warehouse information management and the automation of archive storage and outbound operations, thereby improving the circulation efficiency of archives. The application of automated warehouses in various industries at home and abroad has fully proved that the use of automated warehouses can bring huge social and economic benefits.

This plan dynamically manages the circulation of archives based on the specific business of daily storage, query, borrowing, return, anti-theft, etc. of archival materials. The system uses RFID as an information carrier to collect and monitor data for each archive circulation link, realize the automation of archive business handling, and replace the traditional paper workflow. This will greatly improve the overall business management capabilities of archive management, reduce the error rate, realize data sharing, improve the efficiency of archive management, simplify management processes, reduce the labor intensity of personnel, provide a more convenient and effective management model for archive management, improve service levels, and enhance the comprehensive strength of management.

IV. Application of RFID technology in archive management

1. Non-contact data collection

RFID technology enables archive managers to collect data in a non-contact manner by simply passing the archive box with RFID tag in front of the RFID Reader. Compared with traditional media such as barcodes and magnetic cards, RFID technology can work in harsh environments and is not affected by surface contamination.

2. RFID tags have large information capacity and long service life

RFID tags have a large data storage capacity and can Store important data such as basic information of archives and borrowing records. In addition, RFID tags have a long service life and can be used for a long time without frequent replacement.

3. High security

RFID tags have password protection and unique identification codes, providing higher security protection measures, which can effectively prevent the forgery and tampering of archive data.

4. Strong anti-pollution performance and durability

RFID tags have strong anti-pollution performance and can resist the influence of substances such as water, oil and chemicals. In addition, because the data is stored in the chip rather than on media such as paper, RFID tags are not easily contaminated.

5. Miniaturization and Diversified Forms

RFID tags have no restrictions on size and shape and can adapt to different File management needs.

6. Strong penetration and barrier-free reading

RFID technology can penetrate non-metallic or non-transparent materials, such as paper, wood and plastic, to read and communicate data. In contrast, barcodes need to be scanned at close range and without obstructions.

7. Anti-theft function

RFID tags can be used in conjunction with door-type channel RFID Antennas to achieve anti-theft functions, effectively prevent file loss, and realize the alarm function of illegal removal.

8. Adapt to environmental requirements

RFID tags can adapt to common environmental requirements such as disinfection and insect prevention in file management, and will not cause the loss of data stored in the tag.

V. RFID file management system

1. Overall system architecture planning

This system is designed in a modular component style and adopts a three-layer structure system. It can be used in combination according to actual needs. The three-layer structure is: Data provision layer: The data provision layer is mainly composed of two subsystems, the archive subsystem and the query hall subsystem. Business logic layer: The business logic layer includes two parts: the database server system and the business logic server. It is used for data access and business logic processing. External interface layer: This layer consists of a WEB application server, a middleware server, and a directory server. Each server can be deployed as needed, and the servers are independent of each other. This layer provides interfaces for external application access and external system docking. It realizes more application support and support for docking between systems.

2. System network diagram planning

(1) Archive system architecture planning

The archive subsystem assumes the role of data provider and operation information distribution executor in the entire system. The archive subsystem adopts modular design and can be configured according to user needs. The warehouse terminal system is mainly composed of the warehouse management terminal, RFID handheld terminal, RFID tag, RFID reader and communication network, providing RFID data collection, operation instructions, warehouse management and other functions.

(2) Warehouse management terminal

The warehouse management terminal is the core of the archive subsystem. Communicate with the business logic server, receive the operation instructions and data sent by the business logic server, decompose the operation instructions and data and send them to the mobile terminal, receive the feedback information from the mobile terminal and inform the business logic server. Realize the control of the subordinate modules and cooperate with the business logic server to realize the linkage between systems.

(3) RFID handheld terminal

The RFID handheld terminal is connected to the warehouse management terminal through the wireless network, receives the operation information sent by the management terminal, and confirms and feedbacks the operation results to the management terminal. When a new RFID tag needs to be generated, the RFID handheld terminal can generate a new RFID tag according to the information provided in the system.

(4) RFID reading and writing equipment

The reading and writing equipment mainly refers to the equipment installed on both sides of the warehouse entrance and exit channel, which is used to scan and identify the RFID tag data information of the items entering and leaving the warehouse. The RFID reader and writer completes the reading and collection of the file data entering and leaving the warehouse, and transmits the collected data to the management terminal.

(5) Video monitoring system

The video monitoring system records various activities in the warehouse area in the form of video. In this system, it supports docking with the video monitoring system to control the video monitoring system to record the operation process of files, personnel entering and leaving the warehouse, storage, inventory, and review in real time.

(6) Access Control system

The access control system is used to manage the entry and exit of warehouse personnel and the access management of the valuables warehouse. Entry and exit card readers are installed inside and outside the warehouse entrance and exit respectively to realize two-way card authentication and personnel information registration. For confidential warehouses, multi-card mode or N+1 access mode can be used to provide a higher level of access control. Two pairs of fixed RFID readers and two pairs of infrared beaming devices are installed on the door of the archive. For the aesthetics of the archive, the equipment is installed in the door frame.

(7) Environmental monitoring system

The environmental monitoring function is integrated in this solution, which can monitor the temperature, humidity, vibration and other information of the warehouse in real time, and issue alarm prompts according to the set threshold, effectively improving the environment of the warehouse.

(8) Peripheral protection system

In order to improve the security of the warehouse and prevent unauthorized personnel from illegally entering and exiting the warehouse, infrared beaming and other peripheral protection facilities are deployed at the entrance and exit of the warehouse. When there is illegal entry and exit, the video surveillance system can be linked to monitor and generate an alarm.

(9) Query Hall Subsystem

It consists of query Library-borrowing-machine-touch-query-intelligent-terminal-all-in-one-machine.html target='_blank'>workstations, self-service query terminals, and LED display screens. It is deployed in the archive query hall and is used for interactive work between archive management personnel and query personnel. The query workstation is used for query and retrieval of archive information; the self-service query terminal provides self-service query functions and queue machine functions; the LED display screen displays system prompt information and the retrieval operation progress of each archive.

(10) LED display screen

The LED display screen is configured outside the warehouse to display the environmental conditions, storage conditions, access information and other data of the corresponding warehouse, which helps to strengthen the management of the warehouse.

VI. System Workflow

1. Archive Entry

(1) After receiving the archive, the staff of the Receiving and Sorting Office enters the archive information into the system. The entered data includes: archive category, archive name, archive number, archive confidentiality level, entry time, preservation period, archive content summary, etc. An RFID electronic label is printed out through the RFID electronic label printer, and the archive information is written into the electronic label chip at the same time. The electronic label is affixed to the surface of the archive box, and the basic information such as the archive name, number, category, and confidentiality level are printed on the label surface.

(2) The archives with RFID electronic tags are sent to the storage office for storage. Before storage, the storage office staff scans the archive RFID electronic tags through the RFID reader, registers the storage time and sets the specific storage location, thereby establishing the storage record of the archive in the system.

2. Archive borrowing

(1) Borrowing application

In the lobby, a self-service archive information inquiry machine is installed. Borrowers can query the information of the required borrowed archives and print out the borrowing receipt through the inquiry machine. The required borrowing archive information (name and code) is printed on the receipt. At the same time, the receipt also prints the sequence number of the business handling, that is, the inquiry machine also has the function of automatically arranging the business handling.

(2) Borrowing registration

The borrower presents relevant documents and borrowing receipts, and uses the lobby operator to register the required borrowed archives and borrower information. After confirmation, submit the borrowing application record; for some archives that must be approved by the leader, the archive leader can use the software to approve online, and the borrowing audit record will take effect after approval.

(3) File search

The archive circulation management subsystem is installed on the computers of the storage staff on each floor. Once there is a new borrowing application, the system will automatically display the record on the computer screen. The displayed information includes: file name, file number, storage location, etc. The staff will search for the file according to the application record.

After the search is completed, the staff must scan the RFID electronic tag through the card reader to complete the file outbound registration, and the system will record the file outbound time and outbound file number.

(4) File lending

The storage staff will hand over the file to the staff in the utilization hall. Before the file is handed over to the user, the RFID electronic tag must be scanned and registered in the system to record the borrowing time and file number.

3. File return

(1) After the user completes the file review, he returns the file. The staff scans the file RFID electronic tag, registers the return time and file number, and completes the return registration. If the user exceeds the specified review time, the system will automatically remind him;

(2) Before the storage staff returns the file to the designated storage location, they must scan the RFID electronic tag and register the storage time. After completing the registration, the file becomes stored.

4. Archives anti-theft

All archives in the collection are within the reading range of the RFID reader. When the archive is taken out, the RFID reader at the exit captures the archive information and checks it with the exit instruction information. If the archive leaves the storage location abnormally without the exit instruction issued by the archive management information system, the monitoring module will activate the alarm module to issue an abnormal situation alarm to remind the staff. At the same time, the system will record the abnormal situation and generate corresponding alarm information for subsequent tracking and processing.

5. Archives destruction

The archives regularly destroy expired archives. Before destruction, the staff needs to apply for destruction in the system, including the name of the archive, the archive number, the reason for destruction and other information. The system will generate a destruction application form, which can be approved by the relevant leaders before the destruction operation can be carried out.

During the destruction process, the staff needs to check the archives one by one according to the destruction list generated by the system, and register the destruction of the archives in the system, recording the destruction time and the archive number. After the destruction is completed, the system will automatically update the archive status to destroyed and generate a destruction report.

6. Archives Inventory Management

The use of RFID technology for archival materials inventory makes the original cumbersome archive inventory work simple and fast. The archive management system sends the inventory command to the warehouse management terminal on the mobile terminal. The warehouse manager reads the file grid and the label information of the archive according to the prompt on the RFID handheld terminal, completes the inventory operation of one file grid, and then proceeds in sequence until the inventory operation of all archives is completed.

7. Archives Environment Monitoring Management

The environment of archive management is very important for protecting the integrity of archival materials. Paper archival materials are often very precious and valuable, so they are affected by the preservation environment, including dust, light, humidity and temperature. Among them, the influence of ambient temperature and humidity is particularly prominent.

In order to ensure the complete protection of archival materials, an indoor environment monitoring and control system is used to monitor and control the environmental indicators of the archive room, especially the temperature and humidity monitoring system.

VII. Project Construction Features

1. Advanced RFID Technology

This system is built with the most advanced RFID technology, which has the advantages of fast, efficient, batch, strong penetration, large data capacity, long service life and high security. As the core technology of the Internet of Things industry, RFID technology is the trend and direction of future development.

2. Componentized software system

The software system adopts a modular component structure to improve the scalability and customizability of the system to meet the needs of different customers. Through componentized design, it can flexibly respond to archive management needs of different scales and functional requirements.

3. System cascade deployment

The system uses an independent directory server to cascade each independent archive system to form a national archive system. By integrating data and archive query, the integrated query function within the system is realized.

4. High-security archive management

This system provides a high-security archive management solution. Through the comprehensive use of advanced access control systems, video surveillance linkage, environmental monitoring, infrared area protection technology and advanced RFID technology, multiple protections for archives are achieved to ensure the storage and access security of archives. For archives with high security levels, confidential warehouses can also be set up to further enhance access security control.

5. Accurate positioning and retrieval

Based on advanced RFID technology and software system algorithms, this system realizes the accurate positioning and rapid retrieval functions of archives. Through tag recognition and positioning algorithms, archive retrieval and access can be performed efficiently, improving the efficiency and accuracy of archive management.

6. Efficient archive access

With the advantages of RFID technology, such as high-speed identification and penetrating identification, this system realizes the rapid access of batch archives. Through stacking scanning and other methods, the access efficiency of archives is greatly improved.

7. Archive life cycle management

This system supports the management of archive life cycle, records the start and end time of archive preservation, and promptly reminds expired archives to release storage space. Through effective management and reminders, the reasonable use and management of archives can be achieved.

8. Integrated linkage

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The system supports the integrated linkage of access control, video surveillance, environmental monitoring, perimeter protection, LED bulletin display, SMS reminder and other systems. Different systems work together to achieve maximum functional application. Provide integrated solutions such as overall archive security, environmental monitoring, information disclosure, SMS reminder, etc.

9. Information Disclosure

By setting up an LED bulletin display screen in the archives reading hall, the status of the archives queried by the archives inquirer, the retrieval progress and other information are displayed, which is convenient for the inquirer to understand the query situation and improve user satisfaction. Set up a small LED display screen in the archives library to display information such as inventory, warehouse visitors, and environment to improve the management effect of the archives library.

10. SMS Reminder

The system supports SMS reminder functions, including reminders for illegal removal, borrowing, secondment expected reminders, and borrowing, secondment due reminders. By automatically sending SMS reminders to staff, borrowers and relevant leaders, timely management and control of illegal removal, expected expiration and unreturned archives can be achieved.